User Budgets

Customer User Budgets allow admin staff to set up and maintain budget limits against individual users for a set period. User budgets override any default customer level budgets that may have been set. 

Step-by-step guide

1. Enable and Configure Customer Budgets for Users

1. In the CMS, navigate to Settings → Feature Management → Payment & Checkout. 
   
   
2. Toggle on Customer Budgets, then click Configure.
   
   
   
3. In the 'Customer Budgets Management Settings' screen, toggle on Enable Customer Budgets.
   
   
4. Toggle on Enable Customer Budgets for User.
   
   
5. If you want a Customer user with no manually set budget limit to default to an unlimited budget, toggle on Treat Undefined Budget Amount as Unlimited Budget. If this toggle is off, any Customer level budget set will serve as the limit for undefined users on this Customer account.     
   
   
6. To save your configurations, click Save or Save & Exit.
   
   

2. Set User budgets

Once Customer User Budgets is enabled, budget limits can be set against Customer users. There are two ways of doing this: (i) manually set a budget for a particular user, and (ii) bulk import them for multiple users. 

i. Manually Set a Budget for a User

To manually set a budget for a user,

1. Navigate to Users → Website Users.
   
   
2. Use the User Search tool to find a particular user.
   
   
3. Click Edit for the User.
   
   
4. In the Customer Details section, click the Budget button for the Customer Account you want to add the budget limit to. (Note - there may only be one Customer account.)
    
   
   
5. In the 'User Budget Management' popup, enter budget limit details. Budgets are set to a period defined here. Once the period has finished, the system will reset the budget (until it is deleted).  
   
   Budget Amount: enter the budget amount for the period
   Used Budget: display field only (amount from the set budget used up is automatically calculated)  
   Budget Period: select from the dropdown list
   Budget Period End Date: enter the end date for the first period. The Budget will be reset after this date.
   Notification Email: enter the user's email address if budget notification emails ('budget remaining' and 'budget expiring soon') are to be scheduled
   Warning Email Frequency: select how frequently the notification emails are to be sent
   
   
6. To save this budget, click the Update Budget button. 

ii. Bulk Import (and Export) User Budgets

To use the bulk import function, a valid CSV file must be prepared first.

To set or update budgets for multiple users, 

1. Navigate to Users → Website Users.
   
   
2. Hover over Options at the top right corner of the screen to display the 'Export' and 'Import' budget functions. retest
   
   
   
3. To access the 'User Import Function' screen, click Import Budgets.
   
   
4. In the File Upload section, for Import Type, select either Append or Overwrite.
   Append: only users with no existing budgets will be added
   Overwrite: adds budgets to users that do not have budgets set up and overwrites any pre-existing budgets   
   
   
5. Click Select Files and upload the prepared CSV file. The system will automatically import the file. 
   
   
6. If there is an error notification message 'Import Failed', check the Import Log for specific issues with the upload.
    

3. Schedule Budget Notification Emails to Users

Budget remaining and Budget Expiry emails can be scheduled so users can keep track of the amount used and remaining in their allocated budgets and expiry date. 

Scheduling these notification emails are completed as website functions by the administrator. 

Related help

• Page:
  MS Active Directory Setup Guide
• Page:
  Microsoft Azure AD SSO
• Page:
  Users & Roles
• Page:
  CMS Users
• Page:
  Website Users